Guinée Bissau

Plan International recruits 01 Executive Assistant

Plan International recruits 01 Executive Assistant

Plan International

Bissau, Guinea Bissau
Executive Assistant
Location: Bissau, BS, GW
Company: Plan International
The Organisation
Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.
We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.
Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.
ROLE PROFILE
Title: Executive Assistant
Functional Area: Administration – CO
Reports to: Country Director
Location: Local Position (CO)
Travel required: 10%
Effective Date: November 2019
Grade: C2
role PURPOSE
Provide secretarial, clerical and administrative support to CD and Managers at CO level. The post holder coordinates management of over-all schedule of Plan GNB, protocol with international and national authorities, organization of the international visits, and organization of CO-level events. The job holder will support the smooth running of the CMT’s work schedule including meetings and travel schedules. As part of her/his development, the post holder will be exposed to other administrative tasks including but not limited to procurement, inventory and contract management.
Dimensions of the Role
The key role of the post holder is to effectively coordinate management meetings and ensure timely, coherent and consistent distribution of information, including making sound recommendations and suggestions to inform decision making process.
The post holder will project the professional image of Plan to the external partners.
The post holder will likely be called upon for different committees at CO level.
The post holder will not have any direct report but may manage intern and is expected to build and maintain strong working relationships with staff in other departments
The post holder will not manage a specific budget assigned to him/her.
The post holder will not have approval authority.
No position reports to this post.
Accountabilities
Management meetings and events coordination and follow-up
Prepare and update annual plans for all meetings, travels and activities of the CLT
Coordinate and attend management teams meetings and events, namely the CLT
Take notes, prepare minutes and update open actions lists of management teams meetings and ensure that relevant team members produce regular updates
Support to the quarterly report process
Receive, verify package completeness, archive and distribute relevant staff and audience;
Follow up on feedback from RO on quarterly reports
Monitoring of country visits
Monitor and report progress on visits to GnB as per the Country Visit Protocol comprised of a set of different documents including master list of visits, visits ToR and reports, monitoring record, and visits evaluations
Travels and logistics support
Manage and maintain the CD schedules, appointments and travels
Help plan and coordinate visits to GnB CO of distinguished guests invited by the CD/CMT ensuring that appropriate officials and administrative are notified of the visits arrangements
General administrative support
Oversee on a daily basis the Country Director’s Office to ensure it always reflects the standard of the position.
Prepare and edit correspondences, communications, presentations, speeches and other documents as relevant
Create and manage the CD’s filing and document control system.
Develop and maintain structures for inter management teams communications
Prepare and monitor the budget of the CD’s office, including the CMT meeting and other management meetings budgets.
Key relationships

Key relationships

Team/position Purpose

Level of contact

CMT To arrange and coordinate CMT meetings and to ensure timely distribution of minutes, notes and actions plans

High

Partners and visitors To handle periodic contacts, appointments and other related requirements of the post

High

PR & Communications Specialist To handle periodic contacts, appointments and other related requirements of the post

Medium

Program Assistant To synchronise managements meetings and executive team calendar with the meeting portfolio and calendar of the program team and make sure there is no conflict

Medium

CO Administrator To coordinate logistics and administrative support to meetings and events

Low

Finance Team To monitor and update the budget of the CD’s office

Low

Executive Assistants in countries To coordinate travel and logistics arrangements of  visits to countries

Low

 

Technical expertise, skills and knowledge
Essential
Excellent written and communication skills in English, French and Portuguese;
High degree of organization and excellent problem solving skills;
High level of confidentiality and excellent customer relation;
Ability to multi-task, to prioritise and to deliver to tight deadlines;
Ability to take and transcribe minutes/memos with speed and accuracy;
Ability to work independently with minimum instructions and supervision;
Commitment to continuous learning and improvement.
Ability to manage and work under pressure
Culture Sensitive
Desirable
Knowledge of development issues and management practices of an NGO
Qualifications and Experience;
Bachelor degree in secretarial and at least 3 years of experience on office management and administrative issues (preparing invoices, executives schedules, reporting, writing memos and letters etc)
Proven writing, drafting and editing experience;
Experience in managing events;
Strong knowledge of MS Office (Word, Excel, PowerPoint and Outlook) and maintaining complex spreadsheets and databases
Plan International’s Values in Practice
We are open and accountable
Promotes a culture of openness and transparency, including with sponsors and donors.
Holds self and others accountable to achieve the highest standards of integrity.
Consistent and fair in the treatment of people.
Open about mistakes and keen to learn from them.
Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact
Articulates a clear purpose for staff and sets high expectations.
Creates a climate of continuous improvement, open to challenge and new ideas.
Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
Evidence-based and evaluates effectiveness.
We work well together
Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
Builds constructive relationships across Plan International to support our shared goals.
Develops trusting and ‘win-win’ relationships with funders, partners and communities.
Engages and works well with others outside the organization to build a better world for girls and all children.
We are inclusive and empowering
 Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
Builds constructive relationships across Plan International to support our shared goals.
Develops trusting and ‘win-win’ relationships with funders, partners and communities.
Engages and works well with others outside the organization to build a better world for girls and all children.
Physical Environment
Typical office environment, but the position requires up to 10% of travel within the Country mainly for the CLT.
Level of contact with children
Low contact: No contact or very low frequency of interaction
Submission of applications
The application must be submitted online through the following link https://jobs.plan-international.org until. 12th of November 2019.
 Location:
Type of Role:
Reports to:
Grade:
Closing Date:
Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy.
As an international child centred community development organisation, Plan International is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.
Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk.
Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.
We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.

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